The preview before a Tally import is where an accounting team can catch problems cheaply. After import, the same issue may be spread across hundreds of vouchers and require a second review inside Tally.
Review a bank statement PDF in three passes: completeness, accounting meaning, and control totals. This sequence separates extraction problems from ledger decisions and makes the final sign-off easier.
Pass 1: Check completeness and extraction
Compare the first and last dates in the preview with the source statement. Then look for missing or repeated rows around page breaks, especially when a narration continues onto the next page.
- Confirm opening balance, closing balance, and statement period.
- Check that every row has a date and amount.
- Inspect debit and credit columns for shifted values.
- Look for duplicate dates, amounts, narrations, and reference numbers.
- Check that a long narration has not been mistaken for a new transaction.
A strange layout, scanned page, or unclear page break should trigger a manual comparison with the PDF. AI extraction is useful across many bank formats, but unusual or confusing layouts still deserve human review.
Pass 2: Check the accounting meaning
Once the row structure is sound, review the proposed ledger and voucher type. Ask whether the counterparty is a customer, supplier, employee, lender, owner, bank, or another company account.
| Review question | If the answer is unclear |
|---|---|
| Does this narration identify a known party? | Keep a provisional ledger and request evidence |
| Is the debit an expense or an internal transfer? | Check the destination bank or cash account |
| Is the credit a customer receipt or a loan/owner movement? | Match invoices, loan records, or capital documentation |
| Does the selected ledger exactly match the client chart? | Replace it before export to avoid duplicate names |
Use the bank transaction mapping guide for recurring narration and evidence examples. Use the ledger replacement guide when the extracted rows are correct but their provisional ledgers are not final.
Pass 3: Check control totals
- Compare the total debit and credit amounts in the reviewed list with the source statement.
- Check whether the opening balance plus credits minus debits agrees with the closing balance, subject to the bank's presentation.
- Confirm that internal transfers do not appear as income or expenses.
- Review high-value, unusual, personal, and related-party rows separately.
These checks do not prove that every ledger is correct. They do make missing rows, wrong signs, and material anomalies easier to find before import.
Use a review status that another person can understand
A simple status system works well: Ready, Needs evidence, and Extraction issue. Add a short note for anything not marked Ready. This gives the preparer and reviewer a shared queue and prevents an unresolved row from disappearing into a downloaded XML file.
Export only after the review
When the rows and ledger decisions are reviewed, export Tally XML for import or CSV for reconciliation and working papers. Doxify supports both outputs. It does not replace professional review, and it is better to leave a documented exception than to silently guess.
Follow the bank statement to Tally XML workflow for the export and import steps, then use the TallyPrime checklist for post-import verification.
A short sign-off checklist
- Period and balances match the source statement.
- No unexplained missing or duplicate rows.
- Material ledger replacements have evidence.
- Provisional items are documented and assigned for follow-up.
- The exported file is saved with the source statement and review notes.